Assistant Registrar, Systems

Northern Kentucky University; Highland Heights, Northern (KY, KY); Hybrid; USD 70,000 - 90,000; Full time

Job summary

Northern Kentucky University seeks an Assistant Registrar, Systems to lead curriculum maintenance in SAP, manage catalog updates, and supervise the Records Retention function. The role oversees the Records Room, Imaging, and staff responsible for catalog and curriculum coordination, ensuring data quality and policy compliance.

The candidate will coordinate with committees on curriculum decisions, support degree audits, and collaborate with IT on system enhancements, reporting, and testing to

Qualifications

• Maintains and updates undergraduate/graduate curriculum in SAP.
• Interprets curriculum policies and makes SAP inputs.
• Answers questions on curriculum and policy interpretation.
• Oversees catalog production and updates in catalog software.
• Ensures records retention compliance and data integrity.

Responsibilities

• Oversee curriculum maintenance and policy decisions with committees.
• Manage catalog creation, updates, and catalog copy reliability.
• Supervise Document Imaging, Curriculum Coordinator, and Catalog/Curriculum Coordinator.
• Ensure records room security and FERPA compliance; coordinate with IT for imaging systems.
• Run system updates, degree audits, and reporting for accuracy.

Skills

Curriculum maintenance

Staff supervision

Data quality

Policy interpretation

Education

Bachelor's degree

Tools

SAP

Catalog software

Ad Astra

Job description

**Position Title:**Assistant Registrar, Systems**Position Type:**Regular**About the Role:**The Assistant Registrar of Systems furthers the focus on student support as the position supervises the SIS, maintains program and course curriculum in SAP, manages the undergraduate catalog production and maintenance, manages the Registrar records room and creates and maintains the student records retention schedule. Supervises Document Imaging and Curriculum Coordinator and Catalog Coordinator. Manages course scheduling, system testing, data quality and degree audits**Duties/Responsibilities** **Curriculum Maintenance:** Maintains and updates the University's undergraduate and graduate curriculum in SAP to ensure that classes can be scheduled, students can register for them, and courses can be reported correctly. Interprets curriculum policies and makes decisions on each curriculum form for input in the SAP system. Works in conjunction with the University Curriculum Committee Chair and Curriculum, Accreditation and Assessment to make decisions regarding course curriculum and policies as well as solutions to issues regarding curriculum. Answers questions from faculty and staff across all departments regarding course curriculum and policy interpretation. Represents the Office of the University Registrar at Curriculum Committee and Graduate Council meetings. **Catalog Creation and Maintenance:** Oversees the undergraduate catalog production and maintenance, responsible for updates in all Registrar owned catalog copy in catalog software. Responsible for working with colleagues in the office and obtaining yearly updates on all policies and input into catalog software. Collaborates with IT to ensure course functionality including pre and co-requisites as well as run periodic reports. Reviews annual upload of all course descriptions to catalog software and compares approved course descriptions to academic unit listings to ensure only approved curriculum is populated for undergraduate and graduate catalogs. Supervises the University's catalog coordinator to ensure proper transfer of information to the catalog as well as University editor to comply with University style guide. **Supervision:** Trains, supervises and evaluates the job performance of the Document Imaging and Curriculum Coordinator and Catalog/Curriculum Coordinator, Systems Coordinator, and Course Scheduling Coordinator. Conducts regular staff meetings, ensures staff have appropriate access and on-going training and works with individual staff members to develop professional development goals. **Records Retention:** Oversees the organization and maintenance of the records room in the Office of the University Registrar. Responsible for ensuring the security and preservation of confidential student records. Works with the University Archivist and Document Imaging Coordinator to create and implement the records retention schedule in compliance with federal privacy regulations (FERPA), AACRAO guidelines and state laws. Works closely with University IT staff to remain informed about new technology available to enhance imaging system and processes. Oversees system updates and maintenance for the academic calendar, academic structure, advising holds, booking windows, and degree audit. Maintains departmental computer inventory lists. Ad hoc reporting/data requests/military data (in conjunction with compliance). Grading, final, and midterm. NSCH – core file, degree file and student tracker. POP forms (project opportunity proposal). Removing a change lock. SLCM security processing. System configuration. System maintenance. System testing (in conjunction with functional staff). Office master process calendar. Workflow set-up and maintenance. Responsible for data quality audits and troubleshooting. Responsible for end of semester grades, progression and academic standing. Helps support various specialized software (e.g. Ad Astra, catalog, Diplomas on Demand, Phone Tree). Oversee course and room scheduling process.Performs additional duties as might be required or assigned by Registrar leadership. Bachelor's and 3 years' related experience required.